Professional Documents
Culture Documents
This Agreement is made between the Landlord of the Property (as noted on page 11
of this agreement) and Alliance City Living Limited, who agree to act as an Operator f
or the Landlord, and are hereinafter referred to as “the Operator ”.
By signing these Terms and Conditions, the Owner is confirming that he / she is the
legal owner of the Property and has the power and authority to enter into this Agreement.
The Owner is also confirming that he / she has obtained all necessary consents from
any mortgage or other lender, individual or organisation that has an interest in or security
on the Property. The Owner also confirms that there are no arrears on any mortgage
or loan on the Property.
The Fully inclusive service will include all the items listed below and on page 3 and
summarised on Page 4. There are additional items listed on page 5 which can be selected
for Alliance City Living to carry out when they become due. Should ‘No’ have been selected
but throughout the management of the property the Owner changes their mind then these
services may be added.
The Landlord authorises the Operator to carry out the various duties of property
management as detailed in points 1 to 5 noted previously on page 1 and 2. The Landlord
also agrees that the Operator may take and hold deposits.
The landlord agrees to send the Operator the following documents prior to the
commencement of this agreement:
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Lettings & Management Agreement
case of a company, a full credit report reference would be undertaken.
• Generating and preparing the tenancy agreement necessary for the Landlord to
gain protection of the relevant Rent and Housing Acts and renewing the agreement
where necessary at the end of the term.
• Taking a security deposit from the Tenant and submitting all required paperwork to
comply with the Tenancy Deposit Scheme rules. Dispute resolution management
with the independent dispute resolution service of the relevant deposit scheme.
• Registration of the tenancy deposit with a selected tenancy deposit protection
scheme.
• Rent review.
• Preparation and execution of tenancy renewal documentation.
• When a tenancy renewal occurs the fees for the New Resident Service will not be
charged.
3. Rent Collection & Property Management
• Collecting the rent and paying over to the Landlord on a monthly basis (normally
within
10 working days of collection) less any fees or expenses due or incurred for the
period.
• Payments will be made by direct bank transfer and a detailed rent statement will be
forwarded to the Landlord. On large portfolios, monthly payments will be made in
line with reporting requirements.
• Arrears management by chasing the resident for any overdue rent arrears and take
instruction from The Owner if this needs to be passed to a debt collection agency/
solicitors for recovery of outstanding arrears and or possession of the property.
Professional fees of 3rd parties are NOT included.
• Dealing with resident requests, complaints and maintenance requirements
throughout the tenancy.
• Arranging with service companies, principally electricity, gas, water and council tax
for meter readings and advising them of service contracts to the Resident at the
beginning of each tenancy. The service will be given wherever the Landlord has
provided the Operator access to the meters. Payment of utilities and/or council tax
when due for void periods.
• Coordination of repair or maintenance including arranging for tradesmen to attend
the Property and obtaining estimates where necessary, supervising works and
settling of accounts from rents received.
• Liaising with the Landlords mortgage lender where necessary with regards to
references and the Tenancy Agreement.
4. Inventory/Check-in & Check-out
• Retain and pay tax from the rental income directly to Her Majesty’s Revenue and
Customs
• This service will have to be provided but can be removed when the Operator is in
possession of an NRL1 form directly from the HMRC confirming exemption.
Alliance City Living
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Lettings & Management Agreement
Fee Breakdown
The following fees are applicable to all Introduction Service Contracts and are payable
per tenancy.• Provision of annual tax payment certificate.
DESCRIPTION AMOUNT
Please tick boxes below for additional services the Landlord requires to be completed
by Alliance City Living. These payments may require funds in advance if no funds are held
on account.
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Lettings & Management Agreement
General Authority
The Landlord authorises the Operator to sign the Assured Shorthold Tenancy (AST)
agreement on their behalf.
The Landlord authorises the Operator to spend up to £250 including VAT on any single
maintenance requirements within the demise of the property
Indemnity
The Landlord agrees to indemnify the Operator against any costs, expenses or liabilities
incurred or imposed on the Operator provided that they were incurred on behalf of the
Landlord in pursuit of the Agent’s normal duties.
To assist the Operator in carrying out their duties effectively, the Landlord agrees to
respond promptly with instructions where necessary to any correspondence or requests
from the Agent.
In the event of the Property being repossessed, the Owner hereby indemnifies the Operator
against any liability or claim against the Operator by the tenant or mortgagee.
Maintenance
The Landlord agrees to present the Property in good condition and that the Property, beds,
sofas and all other soft furnishing conform to the current fire safety regulations. The Landlord
agrees to make the Operator aware of any ongoing maintenance problems.
Subject to a retained maximum expenditure limit of £250 inclusive of VAT on any single
item of repair and any other requirements or limits specified by the Landlord, the Operator
will administer any miscellaneous maintenance works that needs to be carried out on the
Property. “Retained maximum expenditure limit” means that the Operator has authority
to spend up to this amount (or other amount as individually agreed) on reasonable
improvements or repairs in any single monthly accounting period without prior reference
to the Landlord.
For expenditure in excess of the retained maximum expenditure limit, the Operator would
normally request authorisation in advance, although it is agreed that in an emergency
or for the reasons of contractual necessity where reasonable endeavours have been made
to contact the Landlord, the Operator may reasonably exceed the limits specified.
By law, it is necessary to carry out an annual inspection and service for the central heating
and any gas appliances. The owner will carry this out and provide the records to the operator
at the required times, unless the owner has selected the option on page 5 then the operator
Alliance City Living
will carry this out on the owner’s behalf and charge accordingly.
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Lettings & Management Agreement
Energy Performance Certificates (EPC)
As from 1st October 2008, it is a legal requirement for all rental properties in England and
Wales to possess an Energy Performance Certificate (EPC). The EPC will give the property
an energy rating depending on a number of factors such as build date, size, efficiency of the
heating system and glazing etc. It will also make recommendations on how to improve the
efficiency giving scores for where the property is now and where it could be if improvements
were carried out. The energy efficiency and environmental impact of your Property will be
rated on a scale from A – G, with A being the most efficient and G being the least efficient.
A certificate is valid for ten years from the date of issue.
As from the 1st April 2018, there will be a requirement for all rental properties to have a
minimum energy performance rating of E on an EPC. The regulations will come into force
for new lets and renewals of tenancies with effect from 1st April 2018 and for all existing
tenancies on 1st April 2020.
The owner will carry this out and provide the records to the operator at the required times,
unless the owner has selected the option on page 5 then the operator will carry this out
on the owner’s behalf and charge accordingly.
Legionella bacteria can multiply in hot or cold water systems and storage tanks in residential
properties, and then be spread by spray from showers and taps. The generally high use
and relatively low volume of water held in smaller systems reduces the likelihood of the
bacteria reaching dangerous concentrations, but a risk assessment is needed to identify
and assess potential sources of exposure. Where a course of action is required, the risk must
be managed and acted upon.
The owner will carry this out and provide the records to the operator at the required times,
unless the owner has selected the option on page 5 then the operator will carry this out on
the owner’s behalf and charge accordingly.
Snagging
A snagging list, also known as a snag list, is a list of items to be rectified in a new build
property. They are the result of a visual inspection of a new home carried out by a new
home buyer. It is important that snagging takes place well before any resident moves
in, to ensure that all appliances are in full working order and that the developer / builder
has time to address any major problems or defects. Alliance City Living will provide this
service at no additional cost this includes management and organising rectification works
through the developer/ contractor of the recorded issues.
Alliance City Living
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Lettings & Management Agreement
Overseas Landlords
When letting property and collecting rents for Landlords living overseas, the Operator is
obliged by the Taxes Management Act (TMA) 1970 and the Taxation of Income from Land
(Non-Residents) Regulations 1995 to deduct tax (at the basic tax rate) to cover any tax
liability. If the Landlord has been authorised in writing by the Inland Revenue to receive rent
gross and the Operator has subsequently received an approval number from HMRC, no tax
will be deducted by the Operator from rental income, however the Operator is still required
to submit an annual return to HMRC to coincide with annual tax returns submitted by the
Landlord. Should you wish to make an application to the HMRC to apply for your gross rent
to be paid, you can visit: www.gov.uk/tax-uk-income-live-abroad/rent.
The Operator will take meter readings wherever possible with each change of occupation
of the property only where the Owner has specifically provided access to the electricity,
gas and water meters.
The Operator provide the outgoing tenant of their final readings and the tenant has the
responsibility of settling their account. The Operator will assist the utility companies with
any queries they have regarding tenancies for the property.
Utility companies require that new occupiers formally request their services and the
Operator cannot do this on their behalf. The Operator will provide the tenant with a meter
reading at the start of the tenancy.
Regarding mail, if applicable Owners should take care to inform all parties (e.g. banks,
clubs, societies etc.) of their new address; it is not always possible to rely on Residents to
forward mail.
Inventory
Prior to any check in, the Operator will prepare a full colour photographic inventory for the
property. The inventory is an essential document that provides a record of the condition of
the property and its fixtures and fittings. Since the introduction of statutory Tenancy Deposit
Schemes in April 2007, the creation of an up-to-date and accurate inventory has never been
more important. One of the main features of the Scheme (brought in primarily to protect the
interests of the Resident) is dispute resolution and the inventory would play a major role in
the process.
Our standard inventory service includes a digital schedule of condition (condition, colour
& decoration of ceilings, walls, doors & fittings). Owners should not leave any articles of
Alliance City Living
exceptional value in the Property without prior arrangement with the Operator.
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Lettings & Management Agreement
Tenancy Agreement
The Full Management Service includes the preparation of an Assured Shorthold Tenancy
agreement (AST) approved by the Association of Residential Letting Agents (ARLA) taking
into account the Housing Act 1988. Should the Landlord, his advisors or mortgagees
require amendment of the contract or require the Operator to enter into further work or
correspondence, an additional fee for this work will be incurred, with a minimum charge of
£25. Any amendments to the contract will be required in writing from the Owner and the
Operator will not accept responsibility for any amendments to the standard contract.
It is agreed, as per the general authority section of this agreement, that the Operator may
sign the tenancy agreement(s) on behalf of the Landlord.
Upon signing the Tenancy Agreement, the Operator will take a deposit from the resident
in addition to any rents due. The purpose of the deposit is to protect the Owner against loss
of rent or damage to the property during the tenancy. The Operator will generally take
the equivalent of one month’s rent as a deposit, unless otherwise agreed with the Owner.
The Operator will register the Deposit with the selected Tenancy Deposit Scheme within
the 30-day requirement.
Tenancy Renewals
The Operator can co-ordinate a renewal on the Owner’s behalf, upon request from the
Resident. The Operator would always strive to secure the tenancy on another 6 to 12 month
fixed term and would proactively agree best market rates for the monthly rental. Typically,
Residents prefer to roll onto a periodic tenancy, as this allows them to serve minimum notice
periods to quit, however this only gives the Owner one month financial peace of mind at any
given time. The Operator would advise all Landlords to have the tenancy on a fixed minimum
term contract of 6 months. The fees for a renewal can be found on Page 4 and will be
deducted from the rent received.
Owners should be aware that any Tenancy Agreement entered into on the Owners behalf
is a binding legal agreement for the term agreed. Details of any Tenancy Agreement being
entered into will be communicated to the Owner as soon as possible. Owners should be
Alliance City Living
aware that the legal minimum notice period to Residents under an Assured Shorthold
Tenancy is generally two months (should the contract allow for early termination) and this
needs to be given even in the case of a fixed term tenancy which is due to expire and cannot
be served in the first 6 months of the Tenancy.
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Lettings & Management Agreement
Safety Regulations
The letting of property is now closely regulated with respect to consumer safety. The law
makes particular demands regarding the safety, servicing and inspection of the gas
and electric appliances and installations within a property and with respect to the safety
of furniture and soft furnishings provided.
The Landlord confirms that they are aware of these obligations. It is agreed that the
Landlord shall ensure that the Property is made available for letting in a safe condition and
in compliance with the above regulations. The Landlord agrees to repay the Agent’s costs
in incurring any reasonable expenses or penalties that may be suffered as a result of non-
compliance of the Property to safety standards.
Since 1st October 2015 all rented Property must have had a smoke alarm fitted on every floor
where there is a room used wholly or partly as living accommodation.
Landlords and Agents must ensure that all gas appliances in rented Property are checked
for safety on an annual basis, and must keep a record of the checks, dates of inspection and
any problems found.
Any property with a gas supply must have a carbon monoxide detector on each floor.
The Landlord agrees to indemnify the Operator against any expenses or penalties that
may be suffered as a result of non-compliance of the property to fire and appliance safety
standards.
A copy of the annual gas safety certificate will be issued to the Tenant and Landlord should
the Landlord have selected the option on page 5 if not the landlord is required to provide the
operator with this.
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Lettings & Management Agreement
Termination & Complaints
The agreement may be terminated by either party by way of three months written notice
which may be given at any time after month one of each new tenancy.
The Owner shall provide the Operator with any requirements for return and repossession
of the Property at the earliest opportunity.
If you wish to cancel the contract the Landlord MUST DO SO IN WRITING and deliver
personally or send (which may be electronic mail). This should be sent to:
Alliance City Living Ltd, Alliance House, Clarence Avenue, Trafford Park, Manchester,
M17 1QS.
VAT
VAT is charged at the prevailing rate.
Insurance
The Owner confirms that they are responsible for the Property being adequately insured for
the buildings and contents (where applicable) and that the insurance policy provides cover
when the property is let.
All insurance activities are regulated by the FCA and as per the regulations the Operator
cannot take out insurance on behalf of the landlord or tenant or process any claims relating
to insurance products.
Should an insurance claim need to be made for the Property then the Landlord is
responsible to action this. the Operator will assist in providing all documentation held on file.
Inspections
Under the Full Management Service, the Operator will normally carry out inspections on
a regular basis.
It is not the intention to check every item of the inventory at this stage; the inspection
is concerned with verifying the good order of the tenancy (the general condition of the
Property). This would normally include inspecting the main items (carpets, walls, cooker,
main living areas and gardens). Where these were felt to be unsatisfactory, a more detailed
inspection would generally be made.
Alliance City Living
Following the departure of a Resident, a final inspection of the Property is carried out by
the Operator.
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Lettings & Management Agreement
Testing of all the electrical appliances, heating system and plumbing is not feasible during
this inspection; a qualified contractor should be appointed for this purpose, should it be
required by the Owner. Any deficiencies or dilapidations would normally be submitted to
the Landlord together with any recommended deductions or replacement values.
Legal Proceedings
Any delay of payment or other defaults will be acted on by the Operator in the first instance.
Where the Operator has been unsuccessful in these initial actions, or there are significant
rent arrears or breaches of the tenancy agreement, the Owner will be advised accordingly.
A solicitor may then be appointed and instructed by the Owner (except where the Operator
is unable, after taking reasonable efforts, to contact the Owner. In that event the Operator
is authorised to instruct a solicitor on the Owner’s behalf). The Owner is responsible for
payment of all legal fees and any related costs.
Incorrect Information
The Owner warrants that all the information they have provided to the Operator is correct
to the best of their knowledge and belief. In the event that the Owner provides incorrect
information to the Operator which causes the Operator to suffer loss or causes legal
proceedings to be taken, the Owner agrees to reimburse and compensate the Operator
for all losses suffered.
Definitions
In this Agreement, unless the context otherwise requires, the following expression shall have
the following meanings:
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Lettings & Management Agreement
Table of Contents
Please complete as stated and return to Alliance City Living.
LANDLORD 1 DETAILS
Title Forename Surname
Correspondence Address
Telephone Mobile
LANDLORD 2 DETAILS
Title Forename Surname
Correspondence Address
Telephone Mobile
BANK DETAILS
Bank Name Account Name
Bank Address
(for banks outside of the UK)
IBAN BIC
(for banks outside of the UK) (for banks outside of the UK)
Alliance City Living
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Lettings & Management Agreement
Additional Landlord Information
Included within the full management service with Alliance City Living we can also deduct the
service charge and/ or ground rent from the Property rental income and pay the managing
Operator and freeholder directly on behalf of the Landlord. This payment will be deducted and
paid in accordance with the lease. Payment of the service charge and/or ground rent will be
subject to receiving adequate funds in the process of letting and managing the Property. Any
shortfalls will be reported to the Landlord and payment will be requested
Financial History
In order to protect the deposit, the below questions relate to the Tenancy Deposit Scheme
Acceptance Criteria for Landlords.
LANDLORD 1 LANDLORD 2
Y N Y N
Has the Landlord been convicted of (or have a hearing pending) money
laundering, fraud or any other financial crime?
Has the Landlord been refused membership of any other Tenancy Deposit
Protection Scheme whether insurance based or custodial based?
By law the Landlord has 14 days starting from the day you receive this notice (“the
cancellation period”) to cancel the contract between the Landlord and the Operator for the
letting of the Property.
If you would like performance of this contract to commence before the cancellation period
has elapsed, please sign and date below. We regret that Alliance City Living cannot accept
cancellations after provision of services has commenced with your agreement. Therefore you
will lose your right to cancel and you may be required to pay for services supplied.
Please note, marketing of the property will not commence until either the Landlord has
confirmed in writing your agreement to waive your cancellation rights or the 14 day
cancellation period has expired.
I / we wish the performance of this contract to commence before the expiration of the
cancellation period under the Cancellation of Contracts Made in a Consumer’s Home or Place
of Work etc. Regulations (2008). Therefore I / we agree to waive my/our cancellation rights.
Alliance City Living
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Lettings & Management Agreement
If you would prefer performance of this contract to be delayed until the cancellation period
has elapsed and the Landlord decides to cancel this contract during the cancellation period,
please either:
• Complete and return (by delivering, or by sending, or by electronic mail) the below
cancellation notice or provide the same details in writing at any time within the
cancellation period to:
Alliance City Living Alliance House, Clarence Avenue, Trafford Park, Manchester, M17 1QS
Email: Landlords@alliancecityliving.com
Cancellation of Contract
If you wish to cancel the contract the Landlord MUST DO SO IN WRITING and deliver
personally or send (which may be electronic mail) this to the person named below. You may
use this form if you want to but you do not have to.
Complete, detach and return this form ONLY IF YOU WISH TO CANCEL THE CONTRACT.
Alliance City Living Alliance House, Clarence Avenue, Trafford Park, Manchester, M17 1QS
Email: Landlords@alliancecityliving.com
I / We hereby give notice that I / We wish to cancel my / our contract with Alliance City
Living Limited relating to:
Property Address:
Landlord(s) Name:
Landlord(s) Address:
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ALLIANCE CITY LIVING
ALLIANCECITYLIVING..COM
LANDLORDS@ALLIANCECITYLIVING.COM
+44 (0)161 804 5080